Administrator

3 weeks ago


South Oxfordshire District, United Kingdom Riverside Counselling Service Full time

**Administrator job description**

Riverside Counselling Service is a highly respected charity, based in South Oxfordshire, providing affordable counselling for adults and young people from 12 years of age upwards. Riverside provides services in Henley, Wallingford, Didcot and Berinsfield, with a long history of providing mental health support to those in need.

Riverside Counselling is looking for an administrator to support the smooth running of its counselling service across South Oxfordshire. This individual will work closely with the Operations Lead and Clinical Director to support the delivery of our service, including providing administrative support for day-to-day operations, learning & development and premises management. In addition, they will act as the main point of contact for any counsellor related administration queries and will maintain appropriate records for all volunteer counsellors. Though the role is a remote role, working from home, travel will be required between our venues across South Oxfordshire.

Hours: 25 hours per week (self-employed)

**General administration**
- Meeting room scheduling and booking: including venue and welfare arrangements
- Draft & review communications on behalf of the leadership team
- Organise & prepare for Trustee meetings, including gathering documents, confirming dates and attendance, booking rooms, distributing materials/agendas
- Minute taking and preparation of the initial draft of minutes and meeting summaries
- Answer and respond to general (non-clinical) website enquiries, where appropriate
- Answer and respond to general counsellor queries
- Provide support to the Senior Leadership Team and Trustees as needed
- Assist in the development of presentations and papers for internal and external audiences
- Assist with providing website administration, including responsibility for and processing of initial enquiries to Riverside’s concessionary fund (yet to be implemented)
- Update wording on policies and procedures documents, as required
- Add/remove joiners and leavers to Office365, giving appropriate access permissions and assigning to relevant mailing lists
- Organise, check and maintain expense claims from all counsellors/supervisors
- Review and submit expense claims to Treasurer following approval from the Operations Lead
- Request payment of invoices from the Treasurer for all counsellors/supervisors, with approval from the Operations Lead
- Collect and bank cheques

**Volunteer Counsellor experience**
- Manage safeguarding register, ensuring all counsellors have completed safeguarding training and supplied up-to-date certificates
- Managing DBS checking of new counsellors and ensuring DBS certificates are up-to-date
- Obtaining references for all new RCS personnel;
- Main point of contact for volunteer counsellors for any operational queries relating to payments, facilities and technology

**Learning & development**
- Assist with pre-course administration, including the collating, printing and binding of L&D materials, processing bookings and invoices, issuing joining instructions and pre-course information to delegates, providing pre-course customer service to delegates and trainers and assisting with organising in-house training courses
- Assist with the delivery and collection of L&D course materials and equipment to and from training venues and assist trainers with setting up equipment when required
- Maintain and update the internal database to accurately record all L&D activities (staff and external delegates)
- Assist with all post-course administration, including sending feedback requests, collating feedback data, compiling feedback reports and updating the feedback analysis spreadsheet; producing course certificates, providing post-course customer service and liaising with trainers to collect their feedback and ensure that attendance information is returned
- Assist with the marketing and publicity of training courses and events, both internally and to external organisations
- Assist with writing copy and course outlines for the training activities

**Facilities / Premises**
- Ensure the smooth running of all sites used by Riverside Counselling Service across Henley, Didcot, Berinsfield and Wallingford
- Ensure premises are properly equipped for counselling use and all equipment replenished as required
- Organise, check and maintain records for invoices from all counselling venues/premises
- Request payment of invoices from Treasurer for all premises, with approval from the Operations Lead
- Research and book meetings with new premises providers, as required
- Arrange supply of keys and fobs for premises access, as required
- Provide counsellors with all the equipment and information they need to use the rooms, such as keys, codes, premises manager contact details and entry/exit instructions
- Ensure online calendars have been updated to reflect current room use;
- Resolve any difficulties that may arise with the use of premises

**S


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